Event planning tips for managing the Banquet Event Order.
Every industry has their own specific acronyms and the event industry is no different...for example: BEO, RFP, COI, MPI, CMM, ABC, LMNOP - ha! just kidding on that last one.
If you are new to event planning, specifically coordinating events at hotels then you're probably not familiar with the contents of a Banquet Event Order (BEO), what to look for on the document and why it is important.
First thing's first...why is it so important. Simple answer - it’s a contract with legally binding terms between the venue or food and beverage provider and you, your client or company.
The specifics outlined in the BEO are what will be incorporated into your event, and they are not obligated to provide anything outside of these elements. For this reason it very important that all the details are correct.
What details should I be looking for in a BEO? Typically it will include the following information:
Event Date
Client Information
Guest Count
Location or space where you event will take place (ballroom, terrace, boardroom, lawn, etc.)
Room rental fees if applicable
Food menu items including quantities and duration of service
Beverage menu details, including quantities and duration of service
How the area will be set - theater, classroom, rounds of 10, etc.
Audio/Visual specifics
Service program details
Terms & Conditions: Tax, gratuity and additional fees
Signature Line of the agreement
Diagram will typically accompany the BEO to verify the setup details
With any contracts you review, just remember to carefully and clearly review every line and if you don’t understand, then I encourage you to ask questions. In many cases it’s made to confuse you, so you agree and move on.
As a bonus I have included a sample BEO to see an example of what details are included and how the information is presented. Here a link to download the document: http://bit.ly/2Skdbgd
If you have any questions feel free to reach out to me at hello@theeventindustry.com
Cheers,
Jen
